MANAGER'S REPORT
11/09/23
Budget Position Report
Operational revenues for October were $123,221.31. Operational expenses were $57,227.89. So operational revenues exceeded operational expenses by $65,993.42. Capital expenditures in October were $3,397.68 for the pump house floor project. So cash in the door exceeded total cash out the door by $62,595.74.
We contributed $63,455.08 to reserves:
Out to Capital Replacement Fund: $ 6,711.00
Out to Major Repair Fund: $ 52,544.08
Out to USDA Loan Reserve: $ 4,200.00
Operational expenses are slightly below the budget. Budget-wise we have used 81% of that line with just 8% of the year remaining. We have collected 88% of our projected revenues. In addition we have received $10,519.99 (includes revenue from all funds) in interest from our investments year-to-date.
I have included both a report for just the 401 General Maintenance Fund, sans beginning balances, to report money in and money out. A complete budget report, including beginning balances, for all of the funds is also included.
Please note the Claims Request for November. While October is wonderful, November’s budget numbers will take some of the bloom off the rose.
Treasurer’s Report:
Fund Balances:
Regular Maintenance Fund: $ 13,671.64
Capital Replacement Fund: $192,531.45
Major Repair Reserve: $650,929.23
General Facilities Fund: $161,732.29
Total Funds Available: $1,018,864.61
Monthly Utility Totals Report.
November billing (Section 1) is $121,239.69.
Claims Request
$88,732.98. There are three big contributors to this month’s claims. Brumfield Construction for multiple assists in leak repairs, Springbrook Holding Company (ne: Bias) for the 2024 software subscription, and Water & Sewer Risk Management Pool for 2024 General Liability Insurance.
Water Bill Appeal
None of which I am aware.
Receipt Register
Receipts for October were $109,198.77. The Receipt Register differs slightly from the bank deposits because Xpress Bill Pay records the receipt at the time of the transaction. It can take a few days for the money to actually be deposited in the clearing account and some transactions that occur late in the month don’t get deposited until the following month.
As an example, there was $10,979.70 in the Xpress Deposit Account on the 31st that was transferred to the General Maintenance account on 11/03.
IT Issues
Migration to Office 365 is complete. It is taking some adjusting.
Capital Asset Management
Nothing in October.
Request for Public Information
Our process needs updating. I will be looking at this after dealing with the Risk & Resilience Certification.
No action in October.
However, our general approach is, if someone wants public information, we provide it. The only problem with that approach is that it leaves us open to outrageous requests.
Payroll Report
In your packets.
Payroll Responsibility Transfer
We are down to some organizational things that I hope the County will help us with. One is getting the ACH transfers for payroll set up. A second is to get up to speed on the reports to the Department of Retirement Services. The third is setting up the payment processes to the various government agencies.
I need to confirm which payroll will be the last from the County. In terms of recorded hours, the January 2024 payroll would be the last. From an accounting standpoint, the December payroll would be the last.
I have included in your packets examples of what the employees’ bill stubs will look like and what your payroll report will look like.
Isolation Valves
A major break on Aberdeen Lake Road underscored the need to put organization of the district’s as-built information at top priority.
I have contacted Northwest Water Systems on the subject, but we have not been able to craft a project.
Cross Connection Control
A great deal of progress has been made in updating our records and working with customers to get everyone into compliance.
Production Data
The Production Summary is in your packets. Note that the Daily Average, compared to last year, is still down despite high temperatures this Summer.
For the month of October almost every day was lower than the same day last year.
Active Projects
Several projects are in process, but seem to be going slowly as preliminary work is moving forward. There is a lot on my plate and the highest priority projects get first call on my attention.
WATER SYSTEM PLAN
This is moving forward.
GHC TRANSIT
No news in October. This project may drag on for some few years.
REYNVAAN EXTENSION
The signed engineering contract has been forwarded to Northwest Water Systems, Inc.
PAPE RETAIL CENTER
No news in October.
SHOP FENCE
I have not yet contacted Frank Scherer, Deputy Fire Chief, for an introduction to the new fire chief.
No action in October.
ACCESS ROADS
Both the North Bank and the Clemons access road projects have been deferred.
HOLBROOK LANE/SCHRADER LANE MAIN BREAK
This project is complete. There is one more step in the process with FEMA. Estimates and submittals for management costs have not been completed or submitted. That will have a positive impact on the final reimbursement.
I am working with FEMA on that issue.
AS-BUILTS UPDATE
This project has to be moved to the head of the line. We have deferred this project for the past 11 years and the poor quality of our data has caused us problems on a regular basis.
See above.
ASHLEY & KAYLA
Deferred. Leaks will be repaired as found.
PUMP HOUSE FLOOR
This project is complete.
POWER PANEL PLATFORM
The contract for this project has been signed around. I expect a schedule soon.
GENERATOR TRANSFER SWITCH
I have requested a proposal from Richie at MB Electric. No response in October.
ON-SITE CHLORINE GENERATION
In the last couple of months the cost of chlorine has jumped from $7.10/gallon to $10.40/gallon, a 45% increase.
It may be time to take a serious look at this project.
LEAD SERVICE LINE INVENTORY
With recent developments I am not sure how we are going to handle this issue.
Hydrant Maintenance
Some action in October. A lot of hydrants are getting tested and painted.
Leak Repairs
See the “Contractor Assistance” paragraph and the Closed Work Order Report.
Rate Study
Up to date for the moment, though expenses are a moving target thanks to inflation.
New Regulations
Nothing new
Newsletter
The draft of the November/December newsletter is in your packets. Please review. It needs to be approved at this meeting in order to get printed and mailed.
Conditions of Service
The mailing we recently did caused some confusion and anxiety. A common comment was that the Conditions of Service were confusing and difficult to wade through.
In researching the issue, Dali found an unofficial version of the conditions that is excerpts from the Policies and Procedures manual.
I will be posting this version on the web site and will include it in the upcoming newsletter. The full policy is available on the web site. It needs some updating. I will have a draft at the November meeting. Revisions will require commissioner approval.
Personnel
Events to be discussed in Executive Session
Maintenance Activity:
See enclosed report.
Contractor Repairs/Assistance
Larson Lane Service Lateral
Fairway Drive Service Lateral
Olympic Highway Service Lateral
Trentland Park Main
Shop Organization
This is an ongoing project. Not only because there is quite a bit to do in terms of general organization, but bits and pieces, particularly scrap parts removed as a result of repairs, tend to accumulate.
The bins for small parts is working very well, though not fully implemented with record keeping in the computer. At least small parts are in dedicated bins so we can see what we have, or don’t have, so that we don’t over-order or find we are out of a critical piece at a crucial time.
Training/Certifications
Kenny attended the ERWOW fall conference. I attended the WASWD fall conference. I will try and have a report to you before the meeting.
The short version is that we both learned some valuable information.
Safety
We have a mini safety meeting every morning.
Vehicles
Vehicle #1: 2015 HD2500 Service Truck. The service body for this truck needs serious attention. I am investigating the possibility of having it repaired, but I don’t hold out much hope. There is a lot of corrosion. It may well need replacement.
Vehicle #2: 2015 ½ Ton Pickup Truck: No Issues
Vehicle #3: 2019 ½ Ton Pickup Truck: Needs a backup alarm. Will go to Wire-Works.
Vehicle #4: 2008 HD3500 Service Truck: No Issues
Web Site
The October Manager's Report is posted.
I still need someone to improve our “Pay My Bill” button. A community member has volunteered to help, but is very busy at the moment, and the consultant I have used in the past has been somewhat non-responsive. No follow up on this issue in October.
New Connections
None.
Disaster Management Planning
I have been working on this project in bits and pieces. One issue that has arisen in relation to security is key and access control.
Traditional approaches are easily defeated, and, the issue of key control is always a problem. The key control issue, while a subject of my attention for some time, has been underscored by recent personnel issues.
Though I keep track of the keys we know about, there may very well be keys we do not know about. It is way to easy for someone to get copies of keys made.
I encountered a technology at WASWD that addresses those issues, plus adds some other benefits. It involves electronic access. I have been considering that approach for some time, but have been shy of it because the technology with which I was familiar required batteries for each lock. It seemed to me that keeping up with battery replacement would be real headache.
Plus hassle and expense of installing electronic keypads at each door.
The new technologies place the batteries in the key fobs and the entry electronics are built into the tumblers. So the electronics can be installed in any commercial grade passage set as easily as installing a new tumbler.
I have been in discussions with a couple of companies, one of which will be providing a ballpark installation cost.
We will have further discussions when I have that estimate in hand.
Long Distance Service Laterals
No new issues pending.
Respectfully Submitted:
Reg Hearn
General Manager